JOB SUMMARY
The Office Manager provides comprehensive administrative and operational support to site leadership, department managers, and key stakeholders. This role serves as a critical liaison between employees, vendors, customers, and corporate functions, ensuring efficient office operations and supporting the daily activities of a fast-paced aggregates, ready-mix, or construction materials environment.
The Administrative Assistant is responsible for coordinating administrative processes, maintaining business records, managing communications, supporting payroll and personnel documentation, coordinating meetings and events, processing invoices and purchasing documentation, and assisting with reporting and compliance-related activities. The ideal candidate demonstrates exceptional organizational skills, professionalism, confidentiality, strong communication abilities, and a commitment to operational excellence and customer service.
KEY DUTIES AND RESPONSIBILITIES
- Provide comprehensive administrative support to site management, department leaders, and operational teams.
- Manage calendars, schedule meetings, coordinate appointments, and assist with travel arrangements as needed.
- Prepare, edit, format, and distribute correspondence, presentations, reports, spreadsheets, and other business documents.
- Maintain office filing systems, both electronic and hard copy, ensuring accuracy, accessibility, and compliance with record retention requirements.
- Answer and direct telephone calls, respond to inquiries, and greet visitors in a professional and courteous manner.
- Coordinate conference rooms, site meetings, training sessions, and employee events.
- Manage incoming and outgoing mail, shipments, and deliveries.
- Order, track, and maintain office supplies and equipment inventory to support daily operations.
- Assist with purchase order creation, invoice processing, expense reporting, and vendor documentation.
- Coordinate with procurement, accounting, and operations teams to ensure timely processing of financial transactions.
- Maintain records related to contracts, vendor agreements, service providers, and operational expenditures.
- Support budget tracking activities and assist leadership with obtaining information needed for financial planning and reporting.
- Compile and distribute routine operational reports and performance metrics.
- Support payroll administration activities, including timecard review, data entry, and documentation processing.
- Maintain employee files and confidential information in accordance with company policies and regulatory requirements.
- Support employee training administration by tracking certifications, scheduling training, and maintaining records.
- Coordinate with Human Resources regarding employee questions, documentation, and compliance requirements.
- Facilitate the timely distribution of important operational and organizational communications.
- Maintain records and documentation supporting regulatory, environmental, safety, and operational compliance requirements.
- Assist with the preparation, organization, and retention of records for audits, inspections, and internal reviews.
- Support safety initiatives by coordinating meetings, maintaining training records, and assisting with safety-related documentation.
- Ensure confidential and sensitive information is handled appropriately and securely.
- Promote compliance with all company policies, procedures, and ethical standards.
QUALIFICATIONS
Education
- High school diploma, GED, or relevant experience
Work Experience
- 1+ year of Administrative or Office Support.
Knowledge, Skills, and Abilities
- Time management
- Detail oriented
- Effective communicator (written and spoken)
- Organizational skills
- Confidentiality
ADDITIONAL DETAILS
Working Conditions
- Work is primarily performed in an office setting within an operational or industrial environment.
- Some duties require outside assignments and require periods of work in all weather conditions, cold, wet, dry and dusty. Must be able to work in areas where noise levels are up to 85 dbs.
Disclaimers
In addition to the primary responsibilities outlined, the successful candidate may be expected to take on other tasks and assignments as required, including but not limited to duties outside the typical scope of the role to support overall team operations and organizational needs. Flexibility and adaptability to evolving job demands are essential.
